What to buy and bring for a press day

A press day needs more than coffee and name badges. Plan supplies for registration, presentations, catering, press kits and the time guests spend waiting between sessions. This checklist helps you work out quantities for drinks, tableware, serving equipment and room setup before shopping. Use the number of registered guests as your base, then add a small buffer so late registrations, speakers and crew are covered without running short.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Folding tablesqty 12
Chairsqty 65
Buffet tablesqty 4
Bar stoolsqty 8
Coat racksqty 2
Waste binsqty 6

Tableware

Dinner platesqty 70
Dessert platesqty 70
Coffee cupsqty 70
Water glassesqty 80
Wine glassesqty 80
Coffee spoonsqty 70
Dinner cutlery setsqty 70
Serving spoonsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 4
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Serving plattersqty 12
Serving tongsqty 8
Small bowlsqty 12
Water jugsqty 8

Equipment

Projector
Projection screen
Wireless microphonesqty 3
Microphone standsqty 2
Laptopsqty 2
Presentation clickerqty 2
Speakersqty 2
Power stripsqty 8
Extension cordsqty 8
HDMI cablesqty 3
USB-C adaptersqty 3

Lighting

Standing lampsqty 4
LED string lightsqty 4

Decorations

Tableclothsqty 12
Flower arrangementsqty 6
Welcome sign
Directional signsqty 8
Name badge holdersqty 70
Lanyardsqty 70
Table numbersqty 12

Catering

Press kitsqty 60
Notepadsqty 70
Ballpoint pensqty 70
Menusqty 70
Diet table cardsqty 10
Groceries
- Coffee - 4 packs
- Decaf coffee - 1 pack
- Tea selection - 3 boxes
- Sugar - 2 kilos
- Sweetener - 1 box
- Semi-skimmed milk - 8 liters
- Oat milk - 4 liters
- Lemons - 12 pieces
- Flat mineral water - 48 bottles
- Sparkling mineral water - 36 bottles
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Bitter lemon - 6 bottles
- Ginger beer - 6 bottles
- Apple juice - 8 liters
- Orange juice - 8 liters
- Non-alcoholic beer - 24 bottles
- Pilsener - 48 bottles
- White wine - 10 bottles
- Red wine - 6 bottles
- Rosé - 4 bottles
- Prosecco - 6 bottles
- Ice cubes - 12 bags
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Mini wraps - 80 pieces
- Cream cheese - 2 kilo
- Hummus - 2 kilos
- Young cheese - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Smoked salmon - 1 kilo
- Vegan toppings - 1 kilo
- Butter - 1 kilo
- Herb butter - 1 kilo
- Cucumbers - 10 pieces
- Cherry tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Arugula - 1 kilo
- Mixed lettuce - 3 kilos
- Red onions - 2 kilos
- Olives - 2 kilos
- Sun-dried tomatoes - 1 kilo
- Potatoes - 8 kilos
- Rice - 5 kilo
- Pasta - 4 kilo
- Chicken breast - 7 kilos
- Vegan chicken pieces - 3 kilos
- Vegetable mix - 6 kilo
- Mushrooms - 3 kilo
- Tomato sauce - 6 liters
- Coconut milk - 6 liter
- Vegetable stock - 2 boxes
- Chicken broth - 2 boxes
- Olive oil - 2 liters
- Sunflower oil - 1 liter
- Salt - 500 grams
- Black pepper - 250 grams
- Paprika powder - 250 gram
- Curry powder - 250 grams
- Italian herbs - 250 grams
- Mayonnaise - 2 liter
- Ketchup - 2 liters
- Mustard - 1 liter
- Garlic sauce - 1 liter
- Balsamic vinegar - 1 liter
- Vinaigrette - 2 liters
- Baguette croutons - 1 kilo
- Parmesan cheese - 1 kilo
- Fresh fruit - 8 kilos
- Grapes - 4 kilos
- Apples - 40 pieces
- Mini pastries - 100 pieces
- Brownies - 60
- Paprika chips - 8 bags
- Plain chips - 8 bags
- Mixed nuts - 2 kilos
- Snacks - 2 kilos
- Paper napkins - 500 pieces
- Paper towels - 12 rolls
- Toilet paper - 48 rolls
- Trash bags - 50 pieces
- Dish soap - 2 bottles
- Dishwasher tablets - 1 box
- All-purpose cleaner - 2 bottles
- Glass cleaner - 1 bottle
- Toilet cleaner - 2 bottles
- Hand soap - 4 bottles
- Paper towels - 8 packs

Cleaning

Trash bag holdersqty 6
Microfiber clothsqty 12
Bucketsqty 3
Mopsqty 3
Dustpan and brushqty 2
Hand soap dispensersqty 4
Towel dispensersqty 4

Tips

Plan one dinner plate, one dessert plate, one dinner cutlery set and one water glass per guest, plus 10% extra. For 50 attendees, that means 55 of each item.
Allow two to three drinks per person for the first hour, then one drink per person for every additional hour. Chill part of the supply in coolers before guests arrive.
Provide one coffee cup and spoon per expected coffee drinker at a time, and prepare enough coffee capacity for the busiest 30-minute break. Keep kettles and thermos flasks ready if machines cannot serve everyone quickly.
Prepare one press kit per confirmed journalist or media contact, with at least 10% spare copies. Keep the kits together at the registration desk so late arrivals do not have to wait.
Buy practical service supplies as well as food and drinks: serving spoons, tongs, platters, small bowls, water jugs and waste bins. Check these at least one day before the press day, when replacing missing items is still possible.

Frequently asked questions

How many drinks do I need for a press day?: Budget two to three drinks per person during the first hour, followed by one drink per person for each extra hour. Add 10% if the programme includes a long reception or travel delays.
How many press kits should I prepare?: Prepare one press kit for every confirmed journalist or media contact, plus 10% spare copies. For 40 confirmed guests, prepare 44 kits.
How much tableware is needed for a press day?: Start with one plate, dessert plate, cutlery set and water glass per guest, then add 10%. For 50 guests, prepare 55 of each item; coffee cups and wine glasses depend on the serving plan.
When should I buy and chill drinks for a press day?: Do the main shopping at least one day before the event and chill drinks overnight where possible. Check the final quantities and move the remaining drinks into coolers on the morning of the press day.

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